Property & Inventory Control
Property & Inventory Control
Frequently Asked Questions
Navigating to UCF Financials Assets
How do I look for the current and/or previous location of the asset?
Navigate to Asset Management > Asset Transactions > Owned Asset > Basic Add. To narrow your search, enter a value in the Asset Identification or Tag Number field. To get a list of all assets, leave the fields blank. From the search result list, select the asset on which you are inquiring. On the page that displays, click the Location/Comments/Attributes tab. To view previous location(s), click View All.
How do I find the current and/or previous custodian information of the asset?
How do I check if an asset is off‐campus?
What navigation do I use to see asset cost history like transfer and cost adjustment?
Forms and Reports
How do I transfer an asset?
First, review the Addy Note Creating an Asset Transfer Request. After the request has been created, the transferring department’s approver must approve the request. Then, it can be transferred to the requested department.
To do so, the approver should go to the myUCF portal, my.ucf.edu, and open UCF Financials.
- Navigate to Main Menu > Manager Self‐Service > Assets > View/Transfer Assets.
- Click Search.
- If there are multiple asset transfer requests, select the appropriate one. This will display the Asset Transfer Approval page.
- Review it for accuracy and add Comments, if necessary. Comments are required if the request is being denied.
- If the asset is being approved and a Location Code was not provided by the requester, go the Asset Transfer Request page and enter the code for the location where the asset will reside. Return to the Asset Transfer Approval page.
- The approver may choose from the options Approve, Deny, or Hold. To complete the transfer, select Approve and click OK.
The asset will be sent to the property custodian (PCT) in the location and department designated in the asset transfer request.
Which form do I fill out to declare an off‐campus asset?
The Authorization for Off‐Campus Use of State Owned Property form should be filled out.
Which form do I need to fill out for lost/missing assets for a department?
Go to UCF Financials in myUCF and follow the Addy Note Creating a Request to Declare an Asset Lost or Missing.
Which form do I need to fill out for stolen assets for a department?
Which form do I need to fill out for lost/missing or stolen assets for a project?
Where can I find a list of Online Property Inventory Reports?
Why doesn’t the effective date change in Basic Add/Location after an item has been scanned?
The effective date doesn’t change because the asset is still in the same location. If the location of the asset changes, then there would be a new, effective dated row with the scanned date, showing the new location.
Types of Queries
Which report/query should I run to get a list of all the assets for my department/project?
Which report/query should I run to get a list of all the scanned assets for my department/project?
Which report/query should I run to get a list of all the not scanned assets for my department/project?
Which report/query should I run to get a list of all the off‐campus assets for my department/project?
Which report/query should I run to get a list of the lost/stolen assets for my department/project?
Which report/query should I run to get a list of the surplus assets for my department/project?
Which report/query should I run to get a list of all the taggable account numbers with the proper profile IDs?
Which report/query should I run to get a list of all the assets by location only?
Which report/query should I run to search for items that need to be decaled?
Which report/query should I run to get a list of only scanned assets by location?
Which report/query do I run to get a list of the lost/stolen assets by tag number?
Which report/query should I run to search for inventory information by purchase order number?
Which report/query should I run to search for inventory information by voucher ID number?
Which report/query should I run to search for inventory information by serial ID number?
In June 2011, all assets with an acquisition cost of $5,000 or more were converted to a decal/tag number beginning with 4940CF20. Which report/query should I run to search for these converted assets?
The query name to find the converted tag number is FXAM_OLTDTAG_W_PROMPT. You will need to put the last six numbers of the old decal number in with a percentage (%) sign. For example, 4940CF078807 would be %078807. When you click View Results, you will get the Old Tag Number, the New Tag Number, Asset ID, Description, Department/Project, Cost, PO Number, Serial Number, and Location. For 4940CF078807, the new deal number is 4940CF206998 with a location of 811600129. Another example would be 4940CF111702, typed as %111702, would show you a match of 4940CF207011, location 811800150.
Roles and Training
How is a new property custodian (PCT) added to an account or project?
Instructions for the responsible fiscal officer (RFO); assigned dean, director, or chair (DDC); and Departmental Authorization List processor (DLP) on how to add/change a PCT/RFO to the department or project can be found at the following links:
For the request to go through, the RFO needs to make sure that the new PCT has his or her employee information page filled out.
Also the new PCT needs to have the required training completed before the request can be granted. The following classes are required:
If you need further assistance, please contact the Financials Service Desk at (407) 823‐5117, choose option 6.